team manager’s guide€¦ · team manager guide thank you for volunteering your time to be a team...

DESERT ELITEDESERT ELITE

Desert Foothills Athletic Club

Team Manager’s Guide 2016‐2017

Manager’s Guide 2016 – Page 1

Table of Contents

Manager Registration .................................................................................................................... 2

Team Set Up .................................................................................................................................. 2

Player Registration ............................................................................................................ 2

Player Passes ..................................................................................................................... 2

Gotsoccer Team Account ................................................................................................... 3

Player List .......................................................................................................................... 3

Team Notebook ................................................................................................................. 3

Team Bank Account ........................................................................................................... 3

League Registration ....................................................................................................................... 4

Budget .......................................................................................................................................... 5

Trainer Worksheets ........................................................................................................... 5

Travel Expenses ................................................................................................................. 6

Total Athletic Performance ................................................................................................ 6

Accounting Report ............................................................................................................. 6

Uniform Ordering .......................................................................................................................... 7

Tournaments ................................................................................................................................. 7

Regular League Games ................................................................................................................... 8

Home Field Procedures .................................................................................................................. 9

Game Conflicts/Rescheduling ............................................................................................ 9

Extra Practices/Scrimmages ............................................................................................... 9

Goals/Nets ........................................................................................................................ 9

Inclement Weather Closures ............................................................................................ 10

Helpful Hints ................................................................................................................................ 10

Appendix A .................................................................................................................................. 11


DESERT FOOTHILLS SOCCER CLUB

Team Manager Guide

Thank you for volunteering your time to be a Team Manager! Below are some instructions to assist you

in your role:

Manager Registration

Arizona Youth Soccer Association (AYSA) requires that all volunteers pass a background check. Please

provide your name, email, contact number, and the team name you manage on the sign‐in sheet at the

manager meeting. Otherwise, you can send this information to [email protected]. You will

receive an email from the club through gotsport.com. Follow the instructions in the email to submit

your report. Once you are approved, you will be linked to your team. This may be the only time you will

need to log in to your Manager account. All other functions will involve your Team account.

Team Set‐up

Player Registration: Verify that all your players have registered online with DFAC, as your team will not

be able to move to the next step. You can work with the DFAC office to check the status of your players.

Once your team file is complete, it will be submitted to the club registrar for the processing of player

passes.

Player Passes: All league games and tournaments require that each player have an AYSA player pass,

laminated with his/her picture. Passes will be printed for all registered players, coach(es), and managers

(if you completed the background check mentioned above). You will be given the passes in exchange for

the following from each player:

‐ Elite Player Commitment Letter

‐ Elite Player Financial Commitment Form

‐ AYSA Code of Conduct

‐ AYSA Medical Release (required form but only needs to be notarized* if going out of state) * The club has a notary on staff.

These forms can be emailed to each manager, upon request, to distribute to Elite families for

completion. The Club will keep all forms except the AYSA Medical Release which will be handed back.

Passes are required to be laminated with a picture of the player (this applies to coaches

and managers as well). Ask each parent for a 1” picture, OR, upload a digital picture

into each player’s Gotsoccer account that will automatically be printed onto the pass.

Parents may upload pictures as well, HOWEVER, please instruct your parents that the

picture must be passport‐style with a headshot only—NO ACTION SHOTS or FULL BODY.

Once you have the player passes laminated, including the coach and manager(s) passes,


put them all on a ring or keychain. YOU will keep the passes, and they must be presented prior to each

league game or tournament game/check‐in. A “If found, please contact” information card is

recommended. NOTE: Teams will be charged $10 to reprint a lost player pass.

GotSoccer Team Account: Each manager should have a username and password for your team account.

The team login is the same as last year. If you are unsure of your login information, please contact

[email protected]. Prior to the season start, most team changes will already have been

updated by the club.

‐ Go to www.gotsoccer.com, click the User Login at the upper right of the screen, scroll down to

the blue Login button under Teams & Team Officials, enter Username and Password.

‐ NOTE: To update the manager information, you must login as a manager using your personal

username and password. Those updates will populate to the team account you are linked to.

The same is true for coach’s personal information, which he/she is responsible for.

‐ If there is a coaching change, the club will make that selection for your team.

‐ GotSoccer does not allow team managers to permanently add or delete players to their roster.

However, you can still update player information or upload a photo. If you have permanent

roster changes during the season, please email [email protected]. If you need to

add a player to your roster for a game or tournament, those steps will be covered under

Tournaments and Regular League Games section.

‐ If you have new players coming on in the middle of the season, please contact the office.

‐ In order to take a player permanently off your roster, AYSA requires a Member Status Change

Form be signed by the parent and turned in to the Club office with the player pass, even if the

player is not going to continue to play soccer for another team. This form can be found on the

AYSA website (azyouthsoccer.org) under Member Admin, Forms. If the player still owes team

fees, notify the Club of this as well.

Player List: Creating and maintaining your own contact spreadsheet is very helpful. Items to include

would be jersey number, parent’s names with cell phone numbers, email addresses, and player cell

phone numbers. Keep this list up to date and in your Team Notebook.

Team Notebook: You will need to bring a team binder containing the AYSA medical releases to all

games. In a 3‐ring binder, put each player’s medical release in a plastic sleeve, highlight the player’s

name and date of birth, and put in alphabetical order—the same order as the player passes. This will

facilitate check‐in for tournaments. Extra plastic sleeves for player list, rosters, schedules, game cards,

and budget items are recommended.

You will NOT need copies of birth certificates, and it is recommended that if you have copies that they

are kept at home and not carried with you in the event that your binder is lost. EXCEPTION: If you

participate in President’s Cup or State Cup, this is the one time you will need to provide copies of the

birth certificates for credential check‐in. You can obtain copies from the DFAC office.

Team Bank Account: Each team has a checking account set up under the Desert Foothills Athletic Club

umbrella. This account will be used for team fees exclusively, which will be covered in a later section. If

you are a new manager (or are with a new team), you will be required to complete a signature card for

the account and will receive a debit card in your name. Each team is also provided with checks that

should be passed along to the new manager.


League Registration (time sensitive)

Teams play in either the Arizona State League or Port of Subs Open League (POSOL). AYSA requires that

you apply for this “event” through your Gotsoccer Team Account. If you are unsure which league your

team is in, ask your coach.

‐ Log in to TEAM your Gotsoccer account.

‐ Select “Events” on the black menu bar.

‐ Select “Search Events”

‐ Select AZ under the State pull‐down menu and select League for Type, then click GO

‐ You should see either 2016‐17 AZ State League Season 1 or 2016‐17 Port of Subs Open League

Season 1. For non‐high school teams, you will repeat this process in the fall for Season 2.

‐ Click on Apply Now under the Application column for the appropriate event.

‐ You will have to login again to your Gotsoccer account to apply.

‐ Follow the prompts accordingly.

‐ Don’t worry about flighting your team – that is done by the club.

‐ Select “Pay by check” ‐ the club will pay ASYA on your behalf.

‐ Select your blackout dates under the Request tab. These are dates you do not want to play

because your team may be participating in a tournament that weekend, for example. This can

be done at the time of application, or you can go back in later and select those dates. Just be

mindful of the deadline to register, usually August 15. Work with your coach on these dates.

‐ NOTE: This process is the same for applying to most Arizona tournaments as well.

IMPORTANT: You will be required to repeat this process in the fall to apply for Season 2 for U14 and

younger teams (high school teams do NOT play Season 2). Emails will be sent with deadline reminders.

DON’T PANIC!! We are here to help you through this process.

Just call 480‐488‐8485 or email [email protected].


Budget

Teams will establish a budget at the beginning of the season (see sample below) based on training rates,

tournaments, TAP (Total Athletic Performance), other miscellaneous items, and number of players.

SAMPLE BUDGET ‐ U13‐U14 TOTALS

REGULAR SEASON (hide these fields)

Training Fees/Practices‐Coach 70 $5,250.00

Training Fees/Practices‐Back‐up Trainer 35 $2,362.50

Games (6‐7 each season) 14 $1,050.00

Scrimmages 3 $225.00

Goalkeeper Match Performance Program $250.00

Total Athletic Performance ($75/week for 27 weeks) $2,025.00

TOURNAMENTS

Tournament Games (estimate 4 at each) 24 $1,800.00

Tournament (DFAC Elite Cup) $575.00

Tournament (Arizona Arsenal Challenge) $575.00

Tournament (MSC United Patriot's Cup) $575.00

Tournament (Silver State) $800.00

Coach Expenses ‐ Lodging ($150/night) $300.00

Coach Expenses ‐ Meals 2‐1/2 days ($50/day) $125.00

Coach Expenses ‐ Gas (300 miles at .54/mile) $162.00

Total Coach Expenses $587.00

Tournament (Blackhawks Invitational) $845.00

Tournament ‐ Misc (estimate cost) $600.00

Tournament ‐ President's Cup Championships (March‐April) $725.00

MISCELLANEOUS (parties, team events, coaches gifts) $200.00

Soccer Fest Basket ($10 X 15 players) $150.00

TOTAL TEAM EXPENSES $18,594.50

Cost Per Family (15 players) $1,239.63

PAYMENT SCHEDULE Player Payment Payment 1 ‐ due August 15 $309.91 Payment 2 ‐ due September 15 $309.91 Payment 3 ‐ due October 15 $309.91 Payment 4 ‐ due November 15 $309.91

Trainer Worksheets: To calculate the training fees, you will receive a spreadsheet with the suggested

pay rates – see below. This will also serve as a timesheet to track of the number of training sessions and

games each month. Please verify the numbers with your trainers and if there were any substitutes.

Timesheets must be emailed to [email protected] at least 3 business days before the 1st of

month to meet the payroll deadline, or your coach/trainer will not be paid. Reminders will be sent

monthly.

NOTE:

These sheets are proprietary and not to be used or shared by anyone other than the team

manager. Coaches and trainers are not to receive copies.

Primary trainers receive 3 rainout/sick days, and back‐up trainers receive 1 rainout/sick day.


Provide a copy of the team budget to each family BEFORE the season starts so parents are aware of their

financial responsibility and how the team fees are expected to be paid. Families are required to sign a

Financial Commitment Form to remind them of their obligation to the team and the consequences of

not making their payments.

‐ Provide families with an invoice or record of payment and balance each month until all

payments are collected.

‐ If any one player is more than 30 days past due, notify the head coach immediately and the head coach will address with the family.

‐ If payment arrangements have not been made and satisfied accordingly, notify the club. DO NOT WAIT UNTIL THIS BECOMES A PROBLEM.

Travel Expenses

‐ Meals: $50/day ($10 breakfast, $15 lunch, $25 dinner) ‐ Mileage: $.54/mile ‐ Lodging: Coaches traveling to the same tournament are required to share rooms (double

occupancy), and teams will share the expense of the room. If a coach prefers a single occupancy room, he/she will be required to pay ½ the cost of the room. Coaches of opposite genders are not required to room together.

Total Athletic Performance (TAP): The cost for this optional program varies depending on the age of the team and number of training months. Cost is $75/week for 45‐minute session (paired with 45 minutes of regular training) and is strongly recommended for all high‐school level teams, based on coach preference. Optional 1‐hour facility sessions are available for $100/week. Accounting Report: At the end of the season, all teams must report and submit to the Club incoming and outgoing funds on an accounting spreadsheet (Appendix A).


Uniform Ordering

Managers will place a team order with SoccerGarage every 2 years, on the even years. Orders need to

be placed by mid‐June to ensure kits are received by our Desert Elite Cup tournament. All kits come with

2 jerseys (red/white), 2 shorts, 2 socks, and 2 training shirts. Keepers have the option to not purchase

the entire kit, but a Desert Elite keeper jersey is required. There are sample sizes at the office.

Any players joining after the team order can purchase directly from SoccerGarage. Players can also

order backpacks and additional kits items on their own. Outerwear is highly recommended but not

required, based on coach preference.

IMPORTANT: Managers need to coordinate jersey numbers and advise new players what numbers are

available prior to ordering to avoid duplicates. Also consider checking with other teams in your age

group, as many teams borrow players.

Tournaments

Work with your coach to choose which tournaments your team will participate in (see sample budget

above). The coach will provide a final tournament list once approved by the Club.

Once you have decided which tournaments to participate in (including our own Desert Elite Inaugural

Cup), follow these steps:

‐ Send the list of tournaments with dates (usually with budget) to the parents so they can mark

their calendars early. Also send this list to the club at [email protected].

‐ Check online for deadlines for registration and payment. Usually those are two different

deadlines.

‐ For most tournaments, you can apply using the same process as League Registration through

your Gotsoccer account. If you cannot find the tournament through Gotsoccer, you can apply

through the specific tournament website.

‐ Check the tournament site regularly for credential check‐in information (you should receive

emails from the tournament about this as well) and other tournament procedures.

‐ Make sure to have your team notebook in order for credential check‐in as noted above. If you

are borrowing players, you must also have their medical releases and player passes for

credential check‐in. “Borrowed” players must also be listed in your Gotsoccer roster (see

below under NOTES).

‐ At check‐in, you may receive tournament pins, booklets, advertisements, etc., for distribution.

Pins are usually given to the players following the game by the coach.

‐ Once the game schedule has been posted (usually weekend before tournament), forward to

the parents. Make sure to check this regularly as well, as schedules often change.

‐ Send a reminder to the parents with directions to fields.

‐ Tournaments typically require that the entire team check‐in together, usually 30 minutes prior

to game time. Please remind players and parents of this requirement. You may need to turn

in the player passes at the check‐in table or to the referee at the field.

‐ Scores are recorded by the tournament.

‐ Don’t forget to collect your player passes after each game.


‐ Out‐of‐state Tournaments: U14 and under are required to request permission to travel and

pay a $25 travel fee to AYSA. This process can be done through your Gotsoccer account.

Once you’ve logged in, click on Events in the dark blue menu bar. Click on Permission to

Travel in the grey menu bar.

NOTES:

‐ To add “borrowed” players to your roster for a TOURNAMENT:

o Login to your Gotsoccer team account.

o Click on Roster in the grey menu bar.

o Under View by Event, then select the specific tournament.

o If no roster appears, you will have to select “2016/2017 AYSA Registration

Cards/Rosters” from the Roster Creator pull‐down menu, then click Generate Roster.

o You will see a green “Add Guest Player” button. Click that and search for the player.

Make sure to put the first and last name in the correct boxes, as well as change the

age group if necessary. When player’s name appears, click “Add Guest” and the name

should appear highlighted in green.

o Click the blue “Generate Roster.”

o Scroll down and click “Add Guest” next to the borrowed player.

‐ For tournaments, you can borrow any other club player in your age‐group or younger,

regardless of what DFSC team he/she currently plays for.

‐ For regular league play, POSOL teams cannot borrow players from State League teams, but

POSOL players are allowed to “play up” for State League games.

Regular League Games

Games may start the second to third weekend in September. Most games are played on Saturdays,

however, State League games are also scheduled on Sundays as well, sometimes two in one weekend.

Schedules are usually available within the first couple weeks of September.

‐ Check the game schedule under the Schedule column for the League event on your home

page in your Gotsoccer account. You can also check the schedule on the AYSA website at

www.azyouthsoccer.org by selecting Clubs/League Play, choose the appropriate league, and

scroll down to the blue schedule link. This is a good site to bookmark.

‐ If you are the Home team (listed first on the schedule), it your responsibility to provide the

game card. While in your team account, this can be printed by clicking on the Adobe symbol

by the game number in the left grey column. You may want to print game cards for away

games in the event that the other team forgets.

‐ Schedules often change, so check the site regularly.

‐ Email the initial schedule to your parents (and any changes as they come up).

‐ For POSOL teams, a week prior to each game, reach out to the other team’s manager to

confirm game time and location. The manager’s name and email can be found by clicking on

the team name, then the Team Contact Info link. If there are conflicts, see instructions below

under Home Field Procedures.

‐ The week of each game, send a reminder email to the parents along with directions for away

games, what field number, how early to be there (depends on coach preference), etc.


‐ If you are borrowing players, you can write their information on the game card. You will need

to obtain their player pass. Remember, POSOL players can be borrowed for State League

games, but State League players cannot play in POSOL games.

‐ DON’T FORGET THE PLAYER PASSES.

‐ Following the game, if you are the Home team, the referee will return the game card, and you

will need to call in the score. The instructions are at the top of each game card. If you have

the QRReader app, you can also do this from your smart phone. At some Arizona State League

games, the officials will keep the game card and call in the scores for you.

‐ Before you leave, please pick up any trash!

Home Field Procedures

Only teams in the Port of Subs Open League will have games at DFSC home fields.

Game Conflicts/Rescheduling: If you have a HOME game conflict or reschedule (ie, coaching conflict or

rainout) and need to change the game time, please follow these steps:

‐ Contact the Field Director FIRST at [email protected] to determine what

alternative times are available. AYSA allows game “time” changes, but not game “day”

changes.

‐ Discuss with your coach to determine which times will work.

‐ Contact the away team to find a time that works for both teams.

‐ Let the Field Director know which time is agreed upon and to verify that time is still available.

Confirmed game times must be communicated to the Field Director by Wednesday evening.

‐ Once the new game time is confirmed, communicate changes to your parents.

‐ New game times may not be updated and reflected on the AYSA game schedule.

Extra Practices/Scrimmages: Additional trainings/scrimmages may be played on our home fields. Please

follow the steps above to schedule these events.

Goals/Nets: Some home fields require additional nets or goals to be set up or taken down by the home

team.

‐ Desert Broom – Any U13‐U18 teams playing on Desert Broom will need to make sure they

have nets PRIOR to game day. If you are the first team playing that day, contact the manager

or coach that last played on that field and coordinate a time to get the nets. Nets must be set

up AND taken down after the last game of the day. You can check game schedules for that

field at www.azyouthsoccer.org, Clubs/League Play, Port of Subs Open League, and clicking on

the schedule button. When the grid of teams and divisions pops up, click on the Event Fields

button in the grey bar at the top of the page. Scroll to Desert Broom, and select View

Schedule. You will see all games scheduled on this field and access team contact information.

Bookmark this site.

‐ The Learning Center – U7/U8/U9/U10 Academy teams have portable goals that must be set

up and taken down each Saturday, which is usually transported by the Academy director.

Communicate to your parents to show up early to assist with set up or stay late for tear down.

‐ Black Mountain Elementary (U11/U12) have permanent goals and do not require any

additional set up or take down other than possibly moving goals back into place on the field.


Inclement Weather Closures: There will be practices and games cancelled due to rain. The club follows

the City of Phoenix or CCUSD policy for closure of ALL DFAC fields, and every effort is made to update

the Field Status link on our website as soon as the City or school district has made their determination,

which sometimes can be into the afternoon on practice days. You can check this at our website,

www.desertelitesoccer.com and clicking on Field Information or call the City of Phoenix Northeast

Inclement Weather line at 602‐495‐7444. Emails/texts will also be sent so you can let your parents

know as soon as possible. It is not necessary to call or email the club for status.

If field closures occur on a game day, POSOL home fields will be available for rescheduled games on a

first‐come, first‐served basis. State League games are rescheduled by ASYA. Refer to the Game

Conflicts/Rescheduling section above.

Until you receive an email/text, or the Field Status link has been updated, assume your game or

practice will proceed as scheduled.

NOTE: It is Club policy that coaches will respect a parent’s decision to keep a child home from

practice or other club activity due to school schedule, family obligations, or safety concerns. It is

important for the parent or player to communicate that to the coach PRIOR to missing a

session.

Helpful Hints: ‐ Many teams have a bench and canopy for the players. Elect another parent to be equipment

manager for the team.

‐ It is helpful to have a first‐aid kit available that another parent can be responsible for keeping

on hand.

‐ Some teams divide manager duties. For example, one manager can be in charge of paperwork

and communications, and another in charge of finances.

‐ Set up a team “text blast” to communicate game and practice changes quickly.

‐ Check out www.teamsnap.com for assistance in communicating to our team, tracking

payments, etc.

‐ When borrowing players, duplicate jersey numbers can occur. Carrying black and white

electrical or duct tape is useful for quick number changes at the field.

DON’T PANIC!! We are here to help you through this process.

Just call 480‐488‐8485 or email [email protected].


Appendix A

TEAM NAME: MANAGER NAME: SEASON:

Beginning Balance as of 7/1/16:

INCOMING

Parent Dues: Fundraising: Donations: Miscellaneous:

Total Incoming: $0.00

OUTGOING:

Training Fees: Tournaments: Travel: Strength & Conditioning: Coach Gift(s): Raffle Basket: Other: Miscellaneous:

Total Outgoing: $0.00

Parent Refunds:

Ending Balance as of 6/30/17: $0.00

Prepared by:

DESERT ELITEDESERT ELITE

team manager’s guide€¦ · team manager guide thank you for volunteering your time to be a team...

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